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####Chapter 6.2: Meeting Planning Toolkit

Having well-thought-out meetings requires a lot of preparation. The following checklist will help you work through the planning stage and ensure community engagement in the process.

  • Whom do you plan to invite?

    • Invitees may include:
      • Residents
      • Neighborhood association leaders
      • Journalists
      • Businesses
      • Civic tech groups
      • City staff (subject matter experts, data experts)
      • University professors or students
      • Librarians
      • City leadership

  • How will you message the meeting?

    • Be clear about what you expect of all participants.
    • Include a start and end time.
    • Connect the meeting to the bigger picture.

  • When will the meeting be held?

    • Does the weekend or a weekday make more sense?
    • What else is going on in the city that could affect your date?
    • Consider holidays and religious obligations.
    • If the meeting is in the evening, will you offer childcare?

  • Is the location of the meeting appropriate for the participants?

    • Is it accessible by all?
    • Should the location be neutral?
    • Is it important for it to be it hosted by the city or another key partner?

  • How will the meeting be structured and facilitated?

    • Will there be a combination of small- and large-group discussions?
    • Do you have enough facilitators?
    • How do you plan to ensure participation by everyone?
    • Have you built in time for reflection?

  • Do you have the necessary materials?

    • Do you need notebooks, pens, or tablets?
    • What are your technical needs? Are there power outlets?
    • Will you serve food? Are there allergies or dietary restrictions?

  • How will you follow up?

    • Do you have a sign-in sheet or another way to collect contact information?
    • When is the next time participants will hear from you?
    • How will you contact them?
    • What are the next steps in your process?